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Grant Protocol for Proposals, Submittals & Awards

The Willamette ESD’s Board Policy (DD) requires that all new competitive grant applications and proposals must be reviewed and approved by the Superintendent or designee prior to initiation of the effort on the part of the WESD staff. To assist staff with this process, the WESD has created a checklist to assist staff in putting together grant proposals.  

Checklist for Grant Proposals

  1. Staff member/department completes Grant Proposal Notification form at least one week prior to proposal submission.
  2. Proposal and budget submitted to WESD for review prior to submittal to funder (use this link to submit to WESD). Chief Research Officer reviews the proposal for compliance with requirements. Executive Director of Business Services reviews budget for agency compliance and appropriateness. Both sign-off on proposal PRIOR to submission.
  3. Department/program submits complete proposal package to funder. Department/program forwards complete submittal package and confirmation of submission to Chief Research Officer. (Chief Research Officer is responsible for maintaining submittal records for the state-designated time frame (1 year from rejection or withdrawal). 
  4. Department/program shares notification of award or rejection with Chief Research Officer upon receipt of notification.
     

Grant Award Process

Only the Willamette ESD Executive Director of Business Services can officially accept and execute grant awards. Upon notification of successful funding, the Willamette ESD point of contact must notify the Chief Research Officer and the Superintendent.  The Chief Research Officer will work with the Willamette ESD staff member to confirm the scope of work, deliverables, and other official components of the proposal.

The Willamette ESD point of contact also must notify the Executive Director of Business Services to ensure the budget follows agency, state and federal financial compliance regulations.